Administrative Assistant

Job TitleSecretary for Liberal Studies DepartmentJob DescriptionHampton University Liberal Studies department is seeking a secretary to provide administrative and clerical support for the program. The departmental secretary will report to the Director of Liberal Studies and be responsible for responding to all student, faculty and administrative inquiries on the academic and administrative activities in the department including degree requirements, course scheduling, classroom assignments, instructor assignments and student enrollment in each of the undergraduate and graduate programs. The departmental secretary will be responsible for budgetary procurement of office supplies, classroom materials, and school related travel arrangements.Examples of DutiesPerform general clerical duties to include, but not limited to: filing, faxing, copying, mailing, organizing departmental eventsFile & retrieved documents, records, and reports for faculty/staff both paper and digitized in natureCommunicate orally and written form to inquiries and provide information to multiple stakeholders within and without the departmentMaintain office calendars to coordinate workflow and meetings of both the Department Chair and facultyOpen, sort, and distribute incoming correspondence, including faxes and emailsCoordinate and direct office services, such as budgeting, personnel, and housekeepingSet up and coordinate meetings and conferences with Department ChairPrepare agendas and make arrangements for committeesCompile, transcribe, and distribute minutes of faculty meetingsAnswer incoming phone calls and direct to appropriate faculty/staff memberEnsure items place in Department Chair's in-box are signed and returned appropriatelyResponsible for the tracking of multiple documentsNotify faculty/staff orders are due and place orders as budget will allowMaintain all office equipment (i.e. typewriter, copier, fax, printer, shredder, etc.)Handle the intake of departmental documents such as syllabi, midterms, and final gradesCoordinate and assist the Chair with all special programs within the departmentHandle all day to day communicationsOther duties assigned by Department ChairTypical QualificationsPerform multiple tasks and work effectively under pressureDemonstrate excellent organizational skillsExcel in team oriented environmentAbility to provide services and accurate information in a courteous and timely mannerSome experience in school/college settingAdvanced knowledge of Microsoft suite, QR code, creating multiple file systems, clipart, etc.Has strong desire for implementing office systemcan manage fast spaced environmentsSupplemental InformationCollege degree in psychology, college credits, and/or High school diploma or GED and previous professional experienceProficient in Microsoft Office, scanners, and facsimile machinesExcellent communication and organization skillsAbility to work well either alone or as part of a teamHigh energy and commitment to accomplishment